Definition of Personnel Administration: Functions, Objectives, and Scope of the System

Definition of Personnel Administration Functions, Objectives, and Scope of the System – Every company, of course, has an administrative section. One of them is the personnel administration department. Usually, this administrative section will take care of matters that are closely related to the administrative matters of the company. Then, what about personnel administration?

When we hear the term personnel administration, perhaps the first thing that comes to our mind is the system implemented in a company. However, in reality, material on personnel administration is also very important to learn, not only for those of us who want to pursue a career in a company, but also for everyone who wants to set up a business or business.

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What is the Definition of Personnel Administration?

Definition of Personnel Administration Functions, Objectives, and Scope of the System

As the name suggests, the term personnel administration is a combination of two words, namely administration and personnel. The Liang Gie in his book entitled Office Administration states that administration is the entire process of organizing every cooperative effort in a group of people in order to achieve predetermined goals.

Meanwhile, in the book on Personnel Administration, Saksono defines staffing as all people employed in a particular agency, whether in government agencies or private entities.

Based on the combination of the two definitions, it can be concluded that personnel administration is all activities or activities related to the problem of using employees to achieve a certain goal.

Another source states that personnel administration is the whole activity or activity that is also related to the problem of ‘using’ employees as labor in order to achieve goals properly.

Personnel administration is all forms of activities related to the management or use of employees to achieve certain goals. If personnel administration exists in a company, then it is certain to achieve the goals of the company that have been determined.

While the administrator’s goal is to be able to organize and control all activities in order to be able to maintain, develop, acquire, or use employees according to their workload. This is in order to achieve the goals of the organization or company that have been determined well in advance.

We need to know together, the workload of an employee or employee must be appropriate for each status. The workload that is not small must be divided equally among employees. This is one of the roles of the personnel administration. That way, there are no employees who are overloaded with work, nor are there employees who have a little workload and a lot of unemployment.

How is the Formulation of Personnel Administration?

Please note, personnel administration can be formulated as follows, namely:

1. As Science

As a science, personnel administration studies all processes of the use of human labor from acceptance to dismissal.

2. As Process

As a process, personnel administration is a process of implementing personnel politics. With the “policy of staffing policy” or work program, objectives related to human labor are used in cooperative efforts to achieve certain goals.

3. As a Function

As a function, personnel administration regulates and manages the use of human labor in a cooperative effort between a group of people in order to achieve certain goals which include several activities. First, formulate the main goals and objectives of political policy. Second, organize an organization in order to carry out the implementation of the main goals and objectives or political policies.

4. As Art

As an art, personnel administration selects new employees and employs old employees in such a way that from all human labor the maximum results and services can be obtained, both in terms of quantity/quantity and quality/quality.

What is the Function of Personnel Administration?

What does know about the function of this personnel administration? Actually, the function of personnel administration is divided into two, namely managerial functions and operative or technical functions. The following are some of the things that are included in the managerial function and operative or technical function.

1. Managerial Function

The managerial function has the meaning of a function that is closely related to work that prioritizes management or not with technical matters. This includes planning, organizing, directing, and controlling employees.

Planning includes determining the needs of employees, anticipating changes that occur related to employee needs, and so on. This includes planning to fill seats from positions that will be vacant later.

Organizing includes the division of tasks and authority which is also usually shown through the hierarchy of the organizational or company structure. This employee direction is more towards improving employee performance such as giving rewards and other forms of appreciation. To control this employee, measurement and evaluation of employee performance is carried out in the form of supervision or monitoring.

2. Operative or Technical Function

This operational function or technical function is related to activities carried out physically and more technically, including procurement, development, compensation, integration to retired employees.

This employee procurement includes employee recruitment and selection processes. Employee development can include developing the abilities or skills of employees through training, seminars, and so on.

Creating integration between employees so that they can work effectively and cooperatively also creates employee loyalty to the company. In addition, through the operative function of personnel administration, various forms of remuneration will be taken care of in the form of compensation to retirement benefits for employees or retirees.

3. Employee Planning

Employee planning can be interpreted as a process of determining the needs of employees in the future based on the changes that occur and the supply of labor in the company.

Employee planning becomes an important part and as a contributor to the strategic planning process, because it helps the organization in determining the necessary resources, and helps determine what can actually be achieved with the available resources.

Good employee planning will improve several things such as employee utilization, efficiently adjusting employee activities and future needs, increasing efficiency in recruiting new employees and completing staffing information that can help staffing activities and other company organizational units.

Through this planning, deficiencies can be identified compared to needs so that new employee recruitment, promotions, and transfers can be proactively carried out so as not to interfere with the company’s organizational activities.

In making a plan, employees need to pay attention to internal and external factors of the company’s organization. On the other hand, it is also necessary to pay attention to the steps that must be taken as stated by the characters Miller Burack and Maryann.

4. Staffing Organization

Organizing is a step in determining, classifying, and regulating various kinds of activities that are deemed necessary, determining one’s duties and authority, and delegating authority to achieve a goal.

Organizing delivers all basic resources (human and non-human) into a certain pattern in such a way that the people who work in it can work together empowered to achieve the goals set by the company.

One of the results of organizing is the formation of an organizational structure and in that organizational structure it will be seen how the relationship between one unit and other units.

In other words, the organizational structure will greatly affect the flow of work, delegation of authority and responsibility, control and control systems, and the flow of orders and responsibilities. Therefore, in designing an organizational structure for the personnel department, it is necessary to consider various factors as described.

5. Employee Briefing

There are several theories and beliefs about what motivates employees. Overall, there is really no agreement on this motivation. Therefore, it is very difficult for corporate organizations to arrive at policies and approaches that will satisfy all company employees to work well and effectively.

In addition, for organizations of any size, making an in-depth analysis of what motivates each employee is impractical. However, there are rules of thumb that can be followed at least to help motivate employees and increase employee job satisfaction, including the following.

a.Explain to employees what effective performance means and also make sure they know what is expected of                   them for the company.
b.Ensure that there is a clear relationship between performance and rewards and that any such relationship is                communicated to employees and company officials.
c.Ensuring that all employees are treated fairly, fairly, and performance appraisals are objective.
If possible, develop different types of awards, not everyone can be promoted (promoted) or some need to be                 promoted
f.Encourage the best possible morale in the work environment and develop a management style that is                              absorbable and adaptable to suit people and the environment
g.Develop a performance management system or at least set achievable targets in order to continue to develop                 well
Also take into account all existing environmental and social factors, such as the comfort and facilities of the                  work environment, social interaction among employees, the point is all factors that can be a source of                              employee dissatisfaction.

6. Employee Control

Supervision as part of control is the process of measuring and assessing the level of work effectiveness of employees and the level of efficiency in the use of work facilities in contributing to the achievement of company goals.

For every supervisory activity, benchmarks or criteria are needed to measure the level of success in work, which in this performance appraisal is referred to as a work standard.

Standard is a standard criterion or model that will be compared with the actual results. There are many types of standards that can be used in controlling personnel activities. In controlling the personnel unit or section, the leadership must be able to find strategic control points that can be monitored based on deviations.

What is the Purpose of Personnel Administration?

As explained above, one of the roles of personnel administration is to ensure that the workload of employees is in accordance with the roles and needs of the company. Then, what is the real purpose of this personnel administration?

The main objective of personnel administration is to balance the number of employees with the needs of the company and to match the existing workload with the number of employees available. This is done in order to ensure that the portion or work capacity of each employee is in accordance with their respective abilities and workloads.

The ultimate goal is with personnel administration and adjustments to the number of employees and workloads, it will obtain increased employee productivity, work properly and on time so that the company’s goals or targets can be achieved.

Efficiency, effectiveness and productivity of the organization in order to achieve the highest level is the main goal of administration. In order to achieve these administrative objectives, the role of human resources and the role of non-human resources are needed.

The objectives of personnel administration are as follows:

  1. In order to strengthen the planning system and employee development and fulfillment or recruitment in accordance with the level of needs that are already available.
  2. To develop a personnel information management system.
  3. To improve the quality of apparatus resources in order to increase competence in accordance with the main tasks and functions carried out through education and training, increase formal education, and improve technical and functional skills of government or company officials
  4. In order to realize the arrangement of employees in accordance with the competence of the position and job requirements and pay attention to the company’s career pattern
  5. To improve employee development in order to increase accountability and welfare of employees.
  6. In the scope of government, to improve the performance of personnel services in order to increase the capacity of local governments to realize good governance or commonly referred to as Good Governance.

What are the Scope of the Personnel Administration System?

The scope of the administration system can actually be seen from the personnel administration function itself. Activities included in the personnel administration system, of course, include the management of human resources of a company.

The scope of this personnel administration system includes:

1. Procurement of Employees

Includes all forms or employee recruitment processes required by the company. Recruitment is certainly carried out by considering the needs of the company and the suitability of positions and duties in the company.

2. Employee Planning and Organizing

Planning and organizing includes the elaboration or description of the scope of responsibilities as well as the rights and obligations of the employees themselves. This planning also includes determining employee needs and changes that may occur.

3. Employee Development

Employee development will include activities related to improving employee skills. It can also be basic training, training, seminars, workshops and others.

4. Direction and Control

Direction and control includes monitoring employee performance as well as directing to stay on track. The goal is to achieve the goals or targets that have been set.

5. Employee Welfare Guarantee

The scope of the personnel administration system also includes the welfare of employees. Creating a good work environment, providing compensation up to old age insurance.

Recommended Books About Personnel Administration

Here are some recommended reading books that can read, including:

1. Understanding Administration, Organization, and Management (2020) by Arif Yusuf Hamali, et al

This book, written by Arif Yusuf Hamali, et al, is a complement to teaching and learning activities for university students who take courses in Administration, Organization, and Management or commonly known as Introduction to Management.

This book provides readers with an understanding of science related to administrative, organizational, and management issues, so that it is hoped that readers can gain knowledge to be applied to their respective fields of work or organizations where students work.

A book that will be useful for all people who are active in administrative work and management of an organization or company.

2. Administration, Management, and Educational Leadership: Theory and Practice (2019) by Husaini Usman

A book that is worth reading for academics, practitioners, and the general public who still don’t know the difference between management and administration, management and leadership, manager and administrator, and the definition of educational management.

3. Employment Law in Indonesia (2017) by Sri Hartini and Tedy Sudrajat

A complete book that examines the Indonesian Civil Service Law by referring to the latest legislation. This book has the advantage of using simple and easy-to-understand language and being able to construct the object of employment law starting from the Employment Format in Indonesia.

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